COMMITTEE ROLES AND RESPONSIBILITIES
(Ideally, a minimum of three members per Committee for a term of one year.)
COMMUNITY SERVICE COMMITTEE
In keeping with the Mission statement of the Club “addressing identified needs within the Ottawa West Community”, it is the responsibility of the Community Service Committee to address the Club’s needs as follows:
- Conduct a community analysis to determine what projects are needed most.
- With the assistance of the President, Secretary and Treasurer prepare a plan of action for the coming year to be submitted to the President designate by the end of September.
- Search for community projects which are consistent with the aims/mission of the Club. Committee Chair, or designate, will advise the Club at a regular Club meeting of the projects they are considering for further investigation and possible recommendation to the Board. Input from Club members will be encouraged.
- Identify the necessary resources and detail a budget of the projects that the Committee would like to initiate. Obtain Board of Directors and Club approval for projects.
- Report status of each project to the Board and Club on a monthly basis.
- Committee will advise the Board the amount proposed to be spent on each project.
- Liaise with the Fundraising Committee.
In keeping with the Mission statement of the Club “addressing identified needs within the Ottawa West Community”, it is the responsibility of the Fundraising Committee to address the Club’s needs as follows:
- With the assistance of the President, Secretary and Treasurer, prepare a plan of action for the coming year to be submitted to the President designate by the end of September.
- Explore new fundraising activities including applications for provincial and municipal grants, raffles and various hands-on events.
- Set up various Sub-Committees for annual fundraisers like Yuk Yuk’s Comedy Night, LobsterFest, etc.
- Liaise with Community Service Committee.
MEMBERSHIP DEVELOPMENT/RETENTION/GROWTH AND EDUCATION
In keeping with the Mission statement of the Club “addressing identified needs within the Ottawa West Community”, it is the responsibility of the Membership Growth/Retention/Education Committee to address the Club’s needs as follows:
- Perform an annual Club assessment.
- Conduct new member orientation to inform, obtain feedback, survey interests and follow-up.
- Conduct informal interviews to determine members’ needs and expectations, as well as suggestions for new programs or projects.
- Obtain feedback from guests about the Club meeting and share this information with the President or members of the Board of Directors.
- Encourage guests to return.
- Organize membership recruitment drive.
- Conduct Exit Interviews.
- Develop a prospective member profile to be completed by all Club members.
In keeping with the Mission statement of the Club “addressing identified needs within the Ottawa West Community”, it is the responsibility of the Public Relations/Marketing Committee to address the Club’s needs as follows:
- To assist all Committees in ensuring that the media, newspaper and TV reporters are aware of all upcoming activities of the Club.
- Develop a strategic road map for PR and Marketing efforts for the Club.
- Ensure that key priority projects are identified with estimated timeframes.
- Organize and arrange press conferences.
- Prior to an event, provide media with photographs and feature articles for news release.
- Following an event, a short story with photographs should be sent to the media.
- Enlist resource people as required to augment the team’s capacity including research and writing capabilities.
- Prioritize projects ensuring visibility for all projects.
An Interclub meeting is where on Kiwanis Club visits another Kiwanis Club, including Service Leadership programs or Aktion clubs. An Interclub visit represents the club and should always be an upbeat and positive venture. The Committee, where possible, should comprise of two members. The Interclub Committee is responsible for the following:
- Arrange interclub visits.
- Advise club members of the visit well in advance through the club bulletin.
- Ensure a minimum of four club members are selected to participate in an interclub visit (three if the visit is more than 100 km distance).
- Keep a roster and ensure all club members participate or have the opportunity to participate, on a rotational basis, in interclub visits.
- The interclub visiting members should discuss with Club President as to information to be conveyed to the club being visited, i.e., upcoming events.
- Arrange to have a report made in the club bulletin of the visit and to provide a verbal report at the next club meeting. The interclub should be arranged and announced in advance through the club bulletin.
- Ensure an invitation is offered for a reciprocal visit.
- Advise Club Secretary on a quarterly basis of interclub visits for recording in the Club Quarterly Report.
HOUSE AND RECEPTION
The success of every Kiwanis Club depends on the venue and conduct of general Club meetings. The House and Reception Committee is responsible for the following:
- Organize the Club venue and details the conduct of the Club’s meeting.
- The Chair for House and Reception is to ensure Kiwanis protocol is observed.
- Arrange for meeting place and meals as appropriate.
- Prior to each meeting, check table placement, podium, microphone, audio visual equipment (when necessary). See that banners, flags, gong, gavel and speaker mementos are in place.
- Make arrangements for visitor’s meals.
- Assign a Club member with the responsibility of organizing a warm welcome for members and guests as they arrive for the meeting.
Kiwanis Club of Ottawa West
1485 Laperriere Avenue,
Ottawa, ON K1Z 7S8